Building an Exhibitor Portal

Overview

The Exhibitor Portal Builder is where you create and customize your exhibitor portal, add and remove exhibitors, and add training material for users.

To access exhibitor portals, navigate to the home page then click on Events > Exhibitors

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Creating an Exhibitor Portal

To create an exhibitor portal, click on New

Open

Then enter the exhibitor portal information:

• Private Name: An internal name that is only available in the web app. Exhibitors will never see this name.

• Public Name: The name that appears inside the exhibitor portal.

• Event Name: The name for the capture form that will be used inside the portal.

• Event Location: Location of the event.

• Event Date: Start and end dates of the event.

• Archive Date: The date when the capture form will no longer accept submissions.

You will be greeted by the General tab, which includes the details that you previously entered while creating the portal, in addition to the Registration section.

Adding Exhibitors

On the Exhibitors tab, you can add exhibitor groups then add exhibitors into the groups.

Each exhibitor group can have its own set of permissions, thus, allowing you to set different permissions for different exhibitors. For example, you may want to create a Standard and Premium group where exhibitors in the Premium group have access to additional features, such as sending follow up emails, delivering documentation digitally, or creating custom lead capture fields.

Exhibitor Groups

Each Exhibitor Group has the following fields and permissions:

• Name: Name of the exhibitor group.

• Description: Description of the exhibitor group.

• Save assets to: Saves the capture form to a folder.

• Capture form template: Lets you choose from your existing templates in your account.

• Enable Lead Capture: Enables lead capture for invited users, it also allows exhibitors to buy additional lead capture licenses. When this option is disabled, the exhibitors on this group will not have access to their capture forms, their auth codes, and will not be able to add staff members.

• Allow editing capture form: Allows the exhibitor group to edit the capture form.

• Follow up email template: The email template used in the follow up (Doc request) fulfillment action.

• Allow editing the follow up email: Allows the exhibitor group to edit the contents of the email template.

• Max number of users to invite: Number of staff that the exhibitor can add (this includes the primary user). 0 means unlimited.

• View leads inside portal: Allows the exhibitor group to view leads inside the portal.

• Show web view: Allows the exhibitor to launch the capture form from any browser, without the need to download the Captello mobile app. When this setting is enabled, it allows exhibitors to customize the QR code for their capture form’s web view. For more information, refer to Customizing the QR Code (Using the Exhibitor Portal).

• QR code template: Default web-view QR code template for the exhibitor group (which can still be customized by exhibitors inside their portal, for more information, refer to Using the Exhibitor Portal)

• Show event analytics: Shows a tab (under a parent tab named “Reports”) inside the exhibitor portal that allows the exhibitor group to launch the event’s dashboard, showing the event’s data in an organized way.

• Show question stats: Shows a tab (under Reports) that allows exhibitors to view statistics for every answered field in the capture form. It shows the percentage of each answer for all fields and the percentages for capture method (Manual Entry Vs. Scanning).

• Show orders: Allows the exhibitor group to view a tab that contains the following:

  • An option to buy additional user licenses, in case the exhibitor runs out of licensed users.

  • A list of invoices from previous purchases. Once you have made a purchase, exhibitors will be able to see and download your invoice.

• Auto Assign Services: Assign services to be added to the group by default, so they will not need to buy them. This can be useful for creating discounted bundles by including services for certain groups.
  When this setting is enabled, it will show the ‘select services here’ hyperlink, from which you can select the services to add to this group by default.

  Once you click 'select services here', you can add or remove services and their quantities.

• Enable registration: Enables registration for the exhibitor group. This toggle only appears when registration is enabled from the Settings tab.

• Registration cost: Registration cost for the exhibitor group.

• Registration URL: A web registration URL unique to the group. For more information, refer to Exhibitor Portal Registration.

• Enable read only attributes: Allows you to select fields from the company’s contact information to make them unmodifiable. These fields appear in the setup page inside the exhibitor portal.
  When this option is enabled, a textbox will be shown. You can then select fields to make unmodifiable.

• Agreement mode: Whether to show the terms of service to all users or just primary users.
  Changing this option from none will give you the option to edit the terms of service.

  • Exhibitor level: shows the terms of service to just the primary user, when launching the portal for the first time.

  • User level: shows the terms of service to all users, when launching the portal for the first time.

Adding an Exhibitor Group

• Click on the plus button on the top left
  
  

Adding an Exhibitor to an Exhibitor Group

• Click on the invite hyperlink

• Fill in the exhibitor’s details

Note: if the exhibitor is already an employee with access to your Captello instance, it will result in the following error: “This email is already in use. Use a different email address.”. They cannot be invited unless the Assign Existing Exhibitors switch is turned on.

Update Existing User:
Suppose the imported user is already in the system but with a different name/company, and the switch is turned on. In that case, The system will update the existing user with the new data inserted during the import.

• Make sure that all required details (capture form template & email template) are filled and click Save and Publish.

Once you click Save, users will receive an email to create their passwords; however, they will not be able to login yet.

Upon clicking Publish, you will be prompted to generate exhibitors assets. When assets are generated invited users will receive an email with the portal’s login link.
You will then be prompted to turn on (Generate exhibitors assets).

Once an exhibitor logs in their status will change to Completed as shown below.

When their account status is completed, as an admin, you can log in as them by clicking on the drop-down and selecting login as exhibitor.

Adding Multiple Exhibitors at Once

You will also be able to invite multiple exhibitors at once by clicking on the import hyperlink and importing each exhibitor admin.

You will be prompted to upload a sheet with the required details. You can download a CSV template by clicking on Download Template.

Registration

Only after at least one exhibitor is invited, the registration option becomes available in the General tab.

Registration allows external users to add themselves to exhibitor groups, without the need to manually add them.

To enable registration, go back to the General tab after inviting at least 1 exhibitor, and choose where to enable registration.

From the registration section, you can enable registration to your portal through web, mobile or both.

After that, turn on the Enable Registration toggle from your exhibitor group(s).

Registration through web requires using the Registration URL.

However, registration through mobile just requires the Captello app. Once you enable registration on mobile, anybody who has the Captello app will be able to see it. You can add a passcode to restrict registration on the mobile app.

For more information about the registration process, refer to Exhibitor Portal Registration.

Moving an Exhibitor to Another Group

If you need to move an exhibitor to another group, click on the drop-down of the exhibitor and click Move To Another Group.

Then choose the group you want to move them to and whether to regenerate their assets (capture form and email).

Removing Exhibitors

To remove an exhibitor click on the remove button next to the exhibitor.

Adding Additional Services to Your Event

To add additional services, such as device rentals, or additional lead capture users, contact your Captello representative.

Settings Tab

The Settings tab includes:

• New Exhibitor Invitation Email: Received by new exhibitors once invited

• Exhibitor Portal Ready Email: Received by new exhibitors once they are ready to login and once assets are generated and available.

• Currency: Choose between USD and EUR.

• Pay Later: Adds a pay later option, which sends an invoice to exhibitors (via email) that they can pay later.

• Include VAT number with generated invoices: Add a VAT number field on the registration checkout page, so when an exhibitor fills in their VAT number, it will be included in their invoices. For more information regarding registration, refer to Exhibitor Portal Registration.

Style Tab

The style tab allows you to customize the look and feel of your portals.

Available style settings are as follows:

• Portal HTML content: allows you to add HTML content to the right side of the exhibitor portal.

• Card contents: Customize the card names, descriptions, and backgrounds.

• Logo: Change the logo on the top left of the portal.

• Theme: Customize the theme color, text colors, and button colors.

Registration content: Customize content on the right side of the registration page

• Use global setting: Enabling this setting will use the content from the Exhibitor Portals tab in the web app (App Setup > Events > Exhibitor Portal > Right Content). When the option is turned off, you will be able to add your own HTML content to the page.

Register button: Customize the registration buttons in the stages of registration.

Registration confirmation content: Add HTML content that appears after success registering from mobile.

Training Tab

Includes training videos, downloads, links and contacts to help support your exhibitors.

Resources

We offer a list of videos and a quick start guide to help training your staff:

https://youtu.be/QUkYw6lMMi4

https://youtu.be/HPDv_D8P6xA

https://youtu.be/jkTzRN5Ugo8

End user quick start guide

The training material appears in the training section inside the exhibitor portal.

Services Tab

The services tab allows you to control the prices and availability of services that exhibitors can buy.

Adding Services and Availability

From the Select Service dropdown, you can select a service and select its price and availability conditions for a group. You can have different conditions for different groups as shown in the example below:

• The availability settings for each group include the following:
  - Price: The textbox beside the group dropdown is for the price.
  - Date Range: Limit the purchasing of a service to a date range.
  - Available: Determines conditions that have to be met for the service to be available, such as having other specific services, or not having specific services.
  - Max quantity per exhibitor: Determine how many of the service a single exhibitor can buy.

• Group Services setting (across all groups):
  - User default cost settings: Use the price setting above to set the price for services.
  - Custom for all: Ignore the price setting above and set a universal price for the service across all groups.

Automatically Assigning a Service to the Cart for a Group

The portal allows you to add an item to be in the cart of an exhibitor group by default. This can be useful if you require the users to purchase a service (such as lead capture) after accessing the portal and before starting to exhibit.

The ‘Auto assign to cart' option allows you to select services to be added to the cart of a group.

You can also set the price of the service in the cart, which can be way to add a discount.

To set the price of the assigned service, change the ‘Auto assign cost’ value.

Changing Service Names and Descriptions

To change a service’s name and description, follow the steps below:

• Click on Change service data.

• Turn on the update data toggle, and enter the desired service name and description.
  
  

  • To add a link to the description, use the link icon.

    Link details include the following:
    - Text to display: Text used for the hyperlink.
    - Title: a tooltip that appears when the mouse cursor is hovering over the link.
    - Target: Whether the link opens in the same tab or in a new tab.
    - None: Open the link in the same tab.
    - New window: Open the link in a new tab.
    In our example, the link appears as follows when hovered over:

Orders Tab

The orders tab shows orders that exhibitors made in their portals.

From this tab, you can export orders, download invoices, or confirm pending orders (for pay later).

Exporting Orders

To export orders, click on the Options drop-down button and click Export.

Downloading Invoices

To download an invoice, click on the drop-down arrow of the desired order and click Download Invoice.

Confirming Pending Orders (Pay Later)

To confirm a pending order, click on the drop-down arrow of the order and click Confirm.

After clicking Confirm, the order status changes to ‘complete’, and the exhibitor will receive an email confirmation with a paid invoice.

For more on using the Exhibitor Portal after logging in, see Using the Exhibitor Portal.